HRMN302_Chapter10.docx

Chapter 10

Developing Presentations

It usually takes me more than three weeks to prepare a good impromptu speech.

Mark Twain

Being in the right does not depend on having a loud voice.

Chinese Proverb

Getting Started

Mark Twain makes a valid point that presentations require preparation. If you have the luxury of time to prepare, take full advantage of it. Speeches don’t always happen when or how we envision them. Preparation becomes especially paramount when the element of unknown is present, forcing us to improvise. One mistake or misquote can and will be quickly rebroadcast, creating lasting damage. Take full advantage of the time to prepare for what you can anticipate, but also consider the element of surprise. In this chapter we discuss the planning and preparation necessary to prepare an effective presentation. You will be judged on how well you present yourself, so take the time when available to prepare.

Now that you are concerned with getting started and preparing a speech for work or class, let’s consider the first step. It may be that you are part of a team developing a sales presentation, preparing to meet with a specific client in a one-on-one meeting, or even setting up a teleconference. Your first response may be that a meeting is not a speech, but your part of the conversation has a lot in common with a formal presentation. You need to prepare, you need to organize your message, and you need to consider audience’s expectations, their familiarity with the topic, and even individual word choices that may improve your effectiveness. Regardless whether your presentation is to one individual (interpersonal) or many (group), it has as its foundation the act of communication. Communication itself is a dynamic and complex process, and the degree to which you can prepare and present effectively across a range of settings will enhance your success as a business communicator.

If you have been assigned a topic by the teacher or your supervisor, you may be able to go straight to the section on narrowing your topic. If not, then the first part of this chapter will help you. This chapter will help you step by step in preparing for your speech or oral presentation. By the time you have finished this chapter, you will have chosen a topic for your speech, narrowed the topic, and analyzed the appropriateness of the topic for yourself as well as the audience. From this basis, you will have formulated a general purpose statement and specific thesis statement to further define the topic of your speech. Building on the general and specific purpose statements you formulate, you will create an outline for your oral presentation.

Through this chapter, you will become more knowledgeable about the process of creating a speech and gain confidence in your organizational abilities. Preparation and organization are two main areas that, when well developed prior to an oral presentation, significantly contribute to reducing your level of speech anxiety. If you are well prepared, you will be more relaxed when it is time to give your speech. Effective business communicators have excellent communication skills that can be learned through experience and practice. In this chapter we will work together to develop your skills in preparing clear and concise messages to reach your target audience.

[1] Bremner, J., Haub, C., Lee, M., Mather, M., & Zuehlke, E. (2009, September). World population highlights: Key findings from PRB’s 2009 world population data sheet. Population Bulletin, 64(3). Retrieved from 

[2] Rosenberg, M. (2009, October 15). Population growth rates and doubling time. About.com Guide. Retrieved from 

10.1 Before You Choose a Topic

LEARNING OBJECTIVE

1. Describe the steps in the process of planning a speech.
As you begin to think about choosing your topic, there are a few key factors to consider. These include the purpose of the speech, its projected time length, the appropriateness of the topic for your audience, and your knowledge or the amount of information you can access on the topic. Let’s examine each of these factors.

Determine the General and Specific Purpose

It is important for you to have a clear understanding of your purpose, as all the other factors depend on it. Here’s a brief review of the five general purposes for speaking in public:

1. Speech to inform. Increase the audience’s knowledge, teach about a topic or issue, and share your expertise.
2. Speech to demonstrate. Show the audience how to use, operate, or do something.
3. Speech to persuade. Influence the audience by presenting arguments intended to change attitudes, beliefs, or values.
4. Speech to entertain. Amuse the audience by engaging them in a relatively light-hearted speech that may have a serious point or goal.
5. Ceremonial speech. Perform a ritual function, such as give a toast at a wedding reception or a eulogy at a funeral.

You should be able to choose one of these options. If you find that your speech may fall into more than one category, you may need to get a better understanding of the assignment or goal. Starting out with a clear understanding of why you are doing what you are supposed do will go a long way in helping you organize, focus, prepare, and deliver your oral presentation.
Once you have determined your general purpose—or had it determined for you, if this is an assigned speech—you will still need to write your specific purpose. What specifically are you going to inform, persuade, demonstrate, or entertain your audience with? What type of ceremony is your speech intended for? A clear goal makes it much easier to develop an effective speech. Try to write in just one sentence exactly what you are going to do.

Examples

To inform the audience about my favorite car, the Ford Mustang

To persuade the audience that global warming is a threat to the environment

Notice that each example includes two pieces of information. The first is the general purpose (to inform or to persuade) and the second is the specific subject you intend to talk about.

Can I Cover the Topic in Time?

Your next key consideration is the amount of time in which you intend to accomplish your purpose. Consider the depth, scope, and amount of information available on the topic you have in mind. In business situations, speeches or presentations vary greatly in length, but most often the speaker needs to get the message across as quickly as possible—for example, in less than five minutes. If you are giving a speech in class, it will typically be five to seven minutes; at most it may be up to ten minutes. In those ten minutes, it would be impossible to tell your audience about the complete history of the Ford Mustang automobile. You could, however, tell them about four key body style changes since 1965. If your topic is still too broad, narrow it down into something you can reasonably cover in the time allotted. For example, focus on just the classic Mustangs, the individual differences by year, and how to tell them apart.
You may have been assigned a persuasive speech topic, linking global warming to business, but have you been given enough time to present a thorough speech on why human growth and consumption is clearly linked to global warming? Are you supposed to discuss “green” strategies of energy conservation in business, for example? The topic of global warming is quite complex, and by definition involves a great deal of information, debate over interpretations of data, and analysis on the diverse global impacts. Rather than try to explore the chemistry, the corporate debates, or the current government activities that may be involved, you can consider how visual aids may make the speech vivid for the audience. You might decide to focus on three clear examples of global warming to capture your audience’s attention and move them closer to your stated position: “green” and energy-saving strategies are good for business.

Perhaps you’ll start with a brownie on a plate with a big scoop of ice cream on top, asking your audience what will happen when the ice cream melts. They will probably predict that the melted ice cream will spread out over the plate in a puddle, becoming a deeper puddle as the ice cream continues to melt. Next, you might display a chart showing that globally, temperatures have risen, followed by a map of the islands that have lost beaches due to rising tides. To explain how this had happened, you may show two pictures of Antarctica—one taken in 1993 and the other in 2003, after it lost over 15 percent of its total mass as the Ross Ice Shelf melted, cracked, and broke off from the continent. You may then make a transition to what happens when water evaporates as it goes into the atmosphere. Show a picture of the hole in the ozone over Chile and much of South America, and hold up a bottle of sunscreen, saying that even SPF 45 isn’t strong enough to protect you. Finally, you may show a pie graph that illustrates that customers are aware of the environmental changes and the extent of their purchase decision is based on the perception of a product’s “green” features or support of related initiatives. In just a few minutes, you’ve given seven visual examples to support your central position and meet your stated purpose.

Will My Topic Be Interesting to My Audience?

Remember that communication is a two-way process; even if you are the only one speaking the audience is an essential part of your speech. Put yourself in their place and imagine how to make your topic relevant for them. What information will they actually use once your speech is over?

For example, if you are speaking to a group of auto mechanics who specialize in repairing and maintaining classic cars, it might make sense to inform them about the body features of the Mustang, but they may already be quite knowledgeable about these features. If you represent a new rust treatment product used in the restoration process, they may be more interested in how it works than any specific model of car. However, if your audience belong to a general group of students or would-be car buyers, it would be more useful to inform them about how to buy a classic car and what to look for. General issues of rust may be more relevant, and can still be clearly linked to your new rust treatment product.

For a persuasive speech, in addition to considering the audience’s interests, you will also want to gauge their attitudes and beliefs. If you are speaking about global warming to a group of scientists, you can probably assume that they are familiar with the basic facts of melting glaciers, rising sea levels, and ozone depletion. In that case, you might want to focus on something more specific, such as strategies for reducing greenhouse gases that can be implemented by business and industry. Your goal might be to persuade this audience to advocate for such strategies, and support or even endorse the gradual implementation of the cost- and energy-saving methods that may not solve all the problems at once, but serve as an important first step.

In contrast, for a general audience, you may anticipate skepticism that global warming is even occurring, or that it poses any threat to the environment. Some audience members may question the cost savings, while others may assert that the steps are not nearly enough to make a difference. The clear, visual examples described above will help get your point across, but if you are also prepared to answer questions—for example, “If the earth is heating up, why has it been so cold here lately?” or “Isn’t this just part of a warming and cooling cycle that’s been happening for millions of years?”—you may make your speech ultimately more effective. By asking your listeners to consider what other signs they can observe that global warming is occurring, you might highlight a way for them to apply your speech beyond the classroom setting. By taking small steps as you introduce your assertions, rather than advocating a complete overhaul of the system or even revolution, you will more effectively engage a larger percentage of your audience.

How Much Information about My Topic Is Readily Available?

For a short speech, especially if it is a speech to entertain, you may be able to rely completely on your knowledge and ideas. But in most cases you will need to gather information so that you can make your speech interesting by telling the audience things they don’t already know. Try to choose a topic that can be researched in your college or university libraries. You may need to do some initial checking of sources to be sure the material is available.

Putting It All Together

When you have determined your general purpose, the amount of material appropriate to the time allowed for your speech, and the appropriateness for your audience, then you should be well on your way to identifying the topic for your speech. As a double-check, you should be able to state your specific purpose in one sentence. For example, the specific purpose of our “Classic Cars” speech could be stated as, “By the end of my speech, I want my audience to be more informed about the three ways in which they can determine whether a classic car is a rust bucket or diamond in the rough, and be aware of one product solution.”

10.2 Choosing a Topic

LEARNING OBJECTIVE

1. Identify the general purpose and specific purpose of a speech
Now that you have a clear idea of your general and specific purpose, the allotted time, your audience’s expectations, and the amount of information available, you are ready to commit to a topic. We have several strategies you can use to help select and narrow the topic appropriately.

Know Yourself and Your Audience

The first strategy is to identify an area of knowledge or an issue that deeply interests you. Identify three broad subject areas where you have some knowledge or experience and consider at least one link to business and industry for each area. Talking about what you know will make you a more credibility speaker but it must clearly connect with your employer’s goals for your presentation. If, for example, you like creating a scrapbook, what kind of glue do you prefer and why? That may make for a natural speech topic that calls on your previous experience while requiring you to learn more about the glue and its properties. You may need to compare and contrast several types of glues as part of your preparation. Your in-depth awareness of scrapbooking and glue as a necessary ingredient will make you a more credible speaker.

In the first of the Note 10.1 “Introductory Exercises” for this chapter, you were asked to choose three questions from the list and then survey people you know to find out which of the three they prefer to hear about. Make sure you keep score by writing down factors like age, gender, and any other elements you think your audience may have in common. This exercise serves to reinforce the idea of being audience-centered, or tailoring your message to your specific audience. Our third of the Note 10.1 “Introductory Exercises” for this chapter should highlight that our perception of the world is not always accurate, and there is no substitute for thorough, objective research when preparing a speech. The more you know, about yourself and your audience, the better you can prepare to meet their needs and accomplish your goals as a speaker.
You have now utilized the Note 10.1 “Introductory Exercises” to help identify some broad topic areas that might work for you. If you find the topic interesting, your enthusiasm will show and your audience will become interested, too. Next, you will want to decide which of these areas would work best for your speech, and how to narrow it down.

Saving Time

Here are some strategies you can use to save yourself time in selecting a speech topic.
First, consider the information you already have close at hand. Do you already have a project you are working on, perhaps in another course? What are you currently studying in your other classes? What topics do you want to know more about? Which issues or aspects initially drew you to this topic or area? Chances are that whatever piqued your interest the first time will also get your audience interested.
Next, conduct a search (online, in the library, or interview people you know) in your subject area to get an overview of the subject. Explore topics, issues, places, or people that fascinate you.

Appeal, Appropriateness, and Ability

These are three main factors to consider when choosing a topic. All three factors are related to one another, but by systematically focusing on each one you will help address the strengths and weaknesses of your chosen topic.

Appeal involves the attractive power of arousing a sympathetic, stimulated response from the audience. Your audience will have expectations of you as a speaker and of your purpose for speaking. We all tend to seek novelty and find interesting, attractive, or appealing, or something that is not part of everyday life. A good example is the melting ice cream used in the speech on global warming. The elements are nothing new. We’ve all seen plates, brownies, and ice cream before, but how many of us have seen a speaker use them together to symbolize the melting ice caps associated with global warming? There is an inherent novelty present when we adapt something from its original purpose in order to make it appealing. You will need to consider an appealing way to start your speech, and will look for ways throughout your speech to reaffirm that appeal to the audience. When considering a topic, also think about the visual or auditory images that come to mind, or how you might represent it to an audience in ways other than your words. This can guide you as you proceed to select your topic, thinking about what you can make appealing to your audience.

It also follows that appeal applies to the speaker as well as the audience. You may find the prospect of discussing global warming not very interesting, and if you feel this way, it will come through in your speech. You need to be attracted, interested or find your topic appealing in order to convey this appeal to your audience. Find something that catches your interest, and that same spark is what you will cultivate to develop ways to stimulate the spark of curiosity in your audience.

Appropriateness involves a topic that is especially suitable or compatible with your audience’s interest, expectations, norms, or customs. Everyone will have expectations about roles and outcomes associated with your speech. Some may be looking for information, while others may already know something about your topic and want to learn more. You will need to reach both groups within the audience. As we saw earlier in the Ford Mustang example, a highly technical speech may lose the more novice members of your audience.

Appropriateness is important because some topics do not work as well in a classroom setting as others. Will everyone find a new rust treatment product interesting? Will everyone find a car speech interesting? Whether you are in the classroom or business office setting, consider your audience and the appropriateness of your topic.
Regardless where you give a speech, you should always choose topics that will not promote harmful or illegal actions. It is also important to consider whether your topic might offend members of the audience. If this is a possibility, can you find a way to present the topic that will minimize offense? Similarly, if your topic is controversial and you know that your audience has strong feelings about it, consider how you can convey your message without alienating or antagonizing your listeners. Finally, it is usually wise to avoid topics, which the audience already knows a lot about.

Ability involves the natural aptitude or acquired proficiency to be able to perform. If you have a lot of prior information on flying, gained over years of experience being at the controls of an aircraft, you may have a natural aptitude and knowledge base to use to your advantage. If, however, you’ve never flown before, you may need to gather information and go visit an airport to be able to approach a proficient level of understanding to discuss the topic.

In addition to your ability to draw on your natural strengths, you’ll also want to consider your ability to research a topic where you are located. If you want to develop a speech on a particular topic but you find information hard to come by, this will make your job even harder and could possibly have a detrimental impact on your speech. You may find that two similar topics interest you but your ability to gather information from more diverse sources, from places that are more readily available, or from your background and experience make one topic more attractive than the other. Consider topics that are,
· new,
· possibly controversial,
· clear,
· supported by information you can find in outside sources,
· interesting to you.

Individual course guidelines vary, so make sure that your instructor approves your topic, and that your topic is appropriate for your audience. At some colleges and universities, broad topics are designated as part of the curriculum including, for example, environment, diversity, and technology. In your class, you may be challenged to link any of those topics to business, and to prepare an informative or persuasive speech. Some colleges and university instructors may also encourage you not to choose topics that have been done repeatedly over the years, like abortion or the death penalty, unless you can connect the issue to a current event or new perspective. Don’t avoid all controversial topics, as they often intrigue your audience and help maintain interest. Just make sure to consider the pre-existing attitudes of your audience when attempting to create an effective, engaging speech.

In a business setting, you will rarely be given complete freedom to choose your topic. You may even have a script and visual aids prepared in advance. In the real world the luxury of time for preparation and topic selection are rare, but in a classroom setting you are often given more of an opportunity to choose. That choice should not be taken lightly, and should be viewed as an opportunity. The classroom is a training ground, and your freedom to explore and experiment is designed to build skills and strengths. When you join an employer, you will be asked to prepare a presentation as part of the job; more often than not, there are clear guidelines on what is acceptable and your professionalism is expected.

Use Your Self-Inventory

Choosing a topic can be difficult, but your self-inventory of things you already know should get you started. By doing a little exploring, you can often help yourself come up with several possible topics. The topic itself will not exclusively make a “good” or “bad” speech. How you develop that topic and discuss its points and issues, however, will make a significant impact. Before moving on to the next step in this chapter, make sure you have a topic in which you are relatively confident. If you have trouble selecting a topic, take your self-inventory to your instructor or librarian. They may be able to help guide you to a topic that works for you.

Here are some examples to get you started. “What do you play or do for fun?” is to play sports, and it also happens to be one way you are earning your way through school on a scholarship. You could consider a topic like the history of your sport for an informative speech, or how to tell the difference between three classic types of pitches in baseball, and which you can involve an audience member for a demonstrative speech. You could also consider stereotypes of athletes in college and some of the common misperceptions and persuade the audience that athletes often handle the issues of time management well, can get good grades (provide statistics as evidence and ask a coach for examples), and are actively developing both their minds and their bodies through participation in sports. You might even take on a topic of why basketball is more interesting than football, or vice versa. You might decide instead to entertain the audience, and tell stories associated with game travel, buses breaking down, or road trips gone bad. Finally, you might put together a ceremonial speech honoring an Academic All-American player, recognizing his or her excellence both in academics and in athletics.

If you are not a student athlete, but a college student, you may have answered that same question by indicating you are taking classes for a degree as well as for fun. You could put together an informative speech on the steps involved in applying for financial aid, or produce a demonstrative speech on how to gather the information required and complete the application process. You might persuade the audience to apply for financial aid, even if they think they might not be eligible, and cover the options within the program. You might entertain the audience with funny stories about the challenges of registering for classes, completing financial aid, and completing the classes you need to graduate. (There is always just one more class, right?) You might also draft a ceremonial speech as if you were presenting the commencement speech at your graduation.

These two scenarios should stimulate some ideas, or you might already have a clear purpose and topic in mind. It’s important to be clear on both your purpose and your topic as you begin to put pencil to paper, or keystroke to computer, and begin the process of writing your general purpose and thesis statements.

Writing Your Thesis Statement

Earlier in the chapter you wrote a statement expressing the general and specific purpose of your speech. Now that you have explored further and identified a definite topic, it’s time to write a thesis statement. This thesis statement should be a short, specific sentence capturing the central idea of your speech. Steven Beebe and Susan Beebe[1] recommend five guiding principles when considering your thesis statement. The thesis statement should
1. be a declarative statement;
2. be a complete sentence;
3. use specific language, not vague generalities;
4. be a single idea;
5. reflect consideration of the audience.

For example, if you plan to inform a general audience about the Ford Mustang, a good thesis statement might be, “Ford produced five ‘generations’ of the Mustang, each with a distinctive body style that audience members can learn to recognize.” If you plan to persuade a group of investors that a beachfront property could be threatened by rising sea levels, a good thesis statement might be, “Sea levels are predicted to rise because of global warming, and if these predictions are correct, the beachfront property my audience is considering investing in may be threatened.”
The thesis statement is key to the success of your speech. If your audience has to work to find out what exactly you are talking about, or what your stated purpose or goal is, they will be less likely to listen, be impacted, or recall your speech. By stating your point clearly in your introduction, and then referring back to it during your speech, you promote the cognitive strategies of emphasis, clarity, and conciseness, and help your audience to listen while meeting the expectations of the rhetorical context.
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[1] Beebe, S. [Steven], & Beebe, S. [Susan]. (1997). Public speaking: An audience-centered approach(3rd ed.). Boston, MA: Allyn & Bacon.

10.3 Finding Resources

LEARNING OBJECTIVES

1. Understand the importance of research in developing your topic.
2. Use resources to gather information effectively.
3. Document your sources correctly and avoid plagiarism.
Now that you know your general purpose, have committed to a topic, and have written your thesis statement, it’s time to gather information. If you have chosen the topic from your list, you probably already know a lot about it. But in most cases you will still need information from sources other than yourself, to establish credibility, create a more comprehensive speech, and to make sure no important aspect of your topic is left out.
Your time is valuable and you’ll need to plan ahead to avoid a rushed frenzy right before your due date. You’ll feel more confident if you budget your time wisely and give yourself an opportunity to reflect on what you have prepared, and this will help you feel more relaxed as you deliver your speech, reducing your speech anxiety.

Narrow Your Topic and Focus on Key Points

By now you have developed an idea of your topic, but even with your purpose and thesis statement, you may still have a broad subject that will be a challenge to cover within the allotted time. You might want to revisit your purpose and thesis statement and ask yourself: how specific is my topic? If flying an airplane is your topic area and you are going to inform your audience on the experience, discuss the history and basic equipment, and cover the basic requirements necessary to go on your first flight. Plus, look at reference information on where your audience could go locally to take flying lessons, you might find that five to seven …